Managing a data migration without hitting the pause button on day-to-day operations is no easy feat. For the team at Cloudwerx, it just wasn’t an option since their sales team conducts outreach and lead management in Salesforce every single day.
Meanwhile, solutions architects run projects and build out statements of work (SOW) in various project management tools to support sales. Originally in ClickUp, they didn’t quite have everything they needed in one place, so they also wanted to migrate to a platform better suited to their needs.
They knew they needed to integrate their stack, but finding the right option required some investigation before they settled on Unito.
“We have sales people within Jira, architects, engineers; everybody’s in Jira. And the goal was to get all the information updated in one place passed back and forth. We have a lot of departments within Jira. There’s no native connection from Jira to Salesforce so we were looking for a no-code solution and Unito popped up.”
– Anel Behric, IT Manager, Cloudwerx
Challenge: Overcoming siloed data and manual process
There were three major challenges facing the Cloudwerx team simultaneously:
- Siloed data: Critical information was scattered between Salesforce and ClickUp, hindering visibility and causing delays.
- Manual processes: The handoff between sales and delivery was cumbersome, as teams wasted valuable time on repetitive tasks like data entry and updates in multiple tools.
- Migration needs: Jira simply had more features and functionality that Cloudwerx’s solutions architects needed, so they had to find a way to migrate from ClickUp to Jira quickly.
“Some other tools we looked at were kind of crazy when it came to pricing. Another big thing for us is 2-way sync. Most of those tools are just directional sync and Unito is bidirectional, that’s what we really need. Unito offered the best pricing for us at this stage.”
– Anel Behric, IT Manager, Cloudwerx
Solution: A phased migration and a multi-tool workflow
Cloudwerx turned to Unito to integrate their Salesforce and Jira instances while also conducting a phased migration from ClickUp to Jira. As of the writing of this article, the migration is still underway. Their workflow includes four dedicated Unito flows:
New Opportunity (Salesforce) ➡️ Presales Task (ClickUp): A new opportunity in Salesforce also creates a task in ClickUp so the presales team can track their work on the potential deal.
Closed Deal (Salesforce) ➡️ Delivery Task (ClickUp): When a deal is officially closed in Salesforce, a new task is created in ClickUp to kick off the delivery process.
Technical Project (ClickUp) ➡️ Delivery Task (Jira): Any task related to a technical project in ClickUp automatically syncs to Jira, keeping the delivery team informed and on track as they migrate between tools. This flow will stop when the migration is complete.
New Sales Opportunity (Salesforce) ➡️ Presales Task (Jira): This flow is actively replacing the flow above from Salesforce to ClickUp. When a new opportunity pops up in Salesforce, it automatically creates a task in Jira for the presales team to get started on research and creating a proposal for a statement of work (SOW).
“Jira houses the process of our statement of work being created. And then it also houses the process of the actual project from start to finish. We have several flows for our presales process to scope the work, to understand how long it’s going to take and what resources need to be allocated. That will then inform the cost to the customer. And then on the delivery side, once we have the opportunity close, the contract is signed, the work is set to begin.”
– Patrick Castro, Professional Services & Sales Operations Coordinator, Cloudwerx
Results
The impact of Unito on Cloudwerx was substantial:
- Historical Data Migration: Unito is facilitating a seamless migration of historical data from ClickUp to Jira, ensuring a distributed source of truth.
- 50+ Hours Saved Weekly: By automating manual tasks, Cloudwerx reclaimed at least 50 hours per week, allowing teams to focus on higher-value activities.
- Improved Visibility: Real-time data synchronization ensured all teams had a clear view of customer engagements, from lead to project delivery.
- Enhanced Collaboration: Teams collaborate more effectively across platforms, fostering seamless communication and efficient workflows.
- Steady migration: As both teams continued to work, synced technical tasks moved from ClickUp to Jira, ensuring all project-related information was centralized, including all historical data. Business continued as usual with the solutions team switching to Jira without missing a single day of work.
”When you’re dealing with hundreds of records at a time, right. That turns into 500 minutes, maybe 600 daily. I can’t imagine it being any less than five hours a day! I found it incredibly easy to use.”
– Patrick Castro, Professional Services & Sales Operations Coordinator, Cloudwerx
Ready for Unito to sync up your Salesforce instance?
What’s next for Cloudwerx?
“I’m actually exploring a prioritization workflow that allows the Jira team to see what the priorities for the sales team are that week without the sales team being able to update them after a specific time. And actually, Unito is going to be a very key asset, because if the Unito flow works, then we have control on the Jira side and then we have the initial input on the Salesforce side. And so far after initial testing, it looks like it’s working pretty seamlessly.”
– Patrick Castro, Professional Services & Sales Operations Coordinator, Cloudwerx
About Cloudwerx
CloudWerx is a full-service enterprise cloud consulting firm and Google Cloud Platform partner with operations and offices across the globe. Whether you’re looking to enable faster deployment, provide superior experiences, or embrace innovation, CloudWerx can get you there. To get in touch, visit: cloudwerx.tech.
